Privacy Notice



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How we use pupil and parent information

Who is responsible for this information? Kensington Wade is the Data Controller for the use of personal data in this privacy notice The categories of pupil information that we process include: 
  • personal identifiers and contacts (such as name, unique pupil number, contact details and address)
  • characteristics (such as ethnicity and language)
  • safeguarding information (such as court orders and professional involvement)
  • special educational needs (including the needs and ranking)
  • medical and administration (such as doctors’ information, child health, dental health, allergies, medication and dietary requirements)
  • attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
  • assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
  • behavioural information (such as exclusions and any relevant alternative provision put in place)

Why we collect and use pupil information

The personal data collected is essential, for the school to fulfil their official functions and meet legal requirements. We collect and use pupil information, for the following purposes:
  1. to support pupil learning
  2. to monitor and report on pupil attainment progress
  3. to provide appropriate pastoral care
  4. to assess the quality of our services
  5. to keep children safe (food allergies, or emergency contact details)
  6. to meet the statutory duties placed upon us by the department for education
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:

Collecting pupil information

We obtain pupil information via application and acceptance forms when a child joins the school. In addition, when a child joins us from another school, we are sent a secure file containing relevant information. Pupil data is essential for the schools’ operational use. Whilst most of the pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with GDPR we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this and we will tell you what you need to do if you do not want to share this information with us

Storing pupil data

Pupil data is held by the school for 6 years.

Who we share pupil information with

We routinely share pupil information with:
  • school that the pupil attends after leaving us
  • our local authority
  • the Department for Education (DfE)
  • Local Authorities

Why we routinely share pupil information

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.

Department for Education

We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of data collections, under:   All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework. For more information, please see ‘How Government uses your data’ section.

Local Authorities

We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under

Requesting access to your personal data

Under GDPR, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact Mrs Wendy Archibald on 020 3096 2888  or email office@kensingtonwade.com Depending on the lawful basis above, you may also have the right to:  
  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • a right to seek redress, either through the ICO, or through the courts
If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/ Withdrawal of consent and the right to lodge a complaint Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting Mrs Wendy Archibald on 020 3096 2888  or email office@kensingtonwade.com. Last updated We may need to update this privacy notice periodically, so we recommend that you revisit this information from time to time. This version was last updated on 6th July 2020

Contact

If you would like to discuss anything in this privacy notice, please contact:

How Government uses your data

The pupil data that we lawfully share with the DfE through data collections:
  • underpins school funding, which is calculated based upon the numbers of children and their characteristics in each
  • informs ‘short term’ education policy monitoring (for example, school GCSE results or Pupil Progress measures).
  • supports ‘longer term’ research and monitoring of educational policy. (for example, how certain subject choices go on to affect education or earnings beyond school)

Data collection requirements

To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools

The National Pupil Database (NPD) 

Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD). The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies. To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and- supporting-information.

Sharing

The law allows the Department to share pupils’ personal data with certain third parties, including:
  • schools
  • local authorities
  • researchers
  • organisations connected with promoting the education or wellbeing of children in England
  • other government departments and agencies
  • organisations fighting or identifying crime
For more information about the Department’s NPD data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police. For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

How to find out what personal information DfE hold about you

Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:
  • if they are processing your personal data
  • for a description of the data they hold about you
  • the reasons they’re holding it and any recipient it may be disclosed to
  • for a copy of your personal data and any details of its source
If you want to see the personal data held about you by the Department, you should make a ‘subject access request’. Further information on how to do this can be found within the Department’s personal information charter that is published at the address below: To contact DfE: https://www.gov.uk/contact-dfe